Privacy Policy

Last updated: 6 August 2026

Introduction

JW Physio Clinic ("we", "us", "our") is committed to protecting your privacy and handling your personal data responsibly. This policy explains what information we collect through our website at www.jwphysioclinic.com, why we collect it, how we use it, and the rights you have over your data under UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy relates specifically to our website. It does not cover the clinical records we hold on patients as part of providing physiotherapy treatment, which are governed by our separate clinical records and confidentiality policy, available on request.

What Data We Collect

We collect personal data in the following ways:

• Contact form: When you submit our contact form, we collect your name, email address, phone number (if provided) and the content of your message.
• Callback request form: When you request a callback, we collect your name, phone number and details of the issue or service you're enquiring about.
• Cookies and analytics: We use Google Analytics (gtag.js, measurement ID G-V0PQH5HQY8) to understand how visitors use our website, including pages viewed, time on site and general location at a country/region level. This data is aggregated and anonymised as far as possible and does not directly identify you.

We do not knowingly collect sensitive health information through the website itself. If you choose to include health details in a contact form message, please be aware this is sent by you voluntarily; we recommend keeping initial online enquiries general and discussing clinical details by phone or in person.

Why We Collect This Data & Our Legal Basis

We process personal data collected through our website for the following purposes and legal bases under UK GDPR:

• Responding to enquiries and callback requests — legal basis: legitimate interests (responding to enquiries you have initiated) and, where a booking follows, performance of a contract.
• Website analytics — legal basis: consent (where required) or legitimate interests in understanding and improving our website, used only in an aggregated, non-identifying way.
• Preventing spam and abuse — legal basis: legitimate interests, including the use of a hidden honeypot field in our forms to filter automated spam submissions.

How Long We Keep Your Data

We retain website enquiry data (contact form and callback submissions) only for as long as necessary to respond to your enquiry and, where relevant, to maintain a record of the communication for a reasonable period afterwards. If your enquiry leads to you becoming a patient, subsequent clinical information is held under our clinical records retention policy, which follows the retention periods recommended for healthcare records rather than general website data. Analytics data is retained according to Google Analytics' standard retention settings.

Third Parties We Share Data With

We use a small number of trusted third-party services to operate our website and business:

• Email delivery services, used to send and receive messages submitted through our contact and callback forms.
• Google Analytics, used for anonymised website usage statistics, as described above.
• Cliniko, our online booking and practice management system, used to manage appointment bookings. If you book an appointment through our website, your booking details are processed by Cliniko in accordance with their own privacy policy.

We do not sell your personal data to third parties, and we do not use your data for third-party advertising or marketing purposes.

Your Rights Under UK GDPR

Under UK data protection law, you have the right to:

• Access the personal data we hold about you
• Rectification of inaccurate or incomplete data
• Erasure of your data in certain circumstances
• Object to certain types of processing, including processing based on legitimate interests
• Restrict processing in certain circumstances
• Data portability, where applicable
• Withdraw consent at any time, where processing is based on consent

To exercise any of these rights, or if you have any questions about how we handle your data, please contact us using the details below. We will respond to all requests within the timeframes required by UK GDPR.

Cookies

Our website uses cookies associated with Google Analytics to help us understand website usage. For full details of the cookies we use and how to control them, please see our Cookie Policy.

Keeping Your Data Secure

We take reasonable technical and organisational measures to protect the personal data we hold from unauthorised access, loss or misuse. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security of data submitted to us online.

Children's Data

We treat children of all ages at JW Physio Clinic, including via paediatric physiotherapy. Where a parent or guardian submits an enquiry via our website on behalf of a child, we treat this in the same way as any other website enquiry, and the same rights and protections described in this policy apply. We do not knowingly collect personal data directly from children through our website's contact forms without a parent or guardian's involvement.

International Data Transfers

Some of the third-party services we use, such as Google Analytics, may process data outside the UK. Where this happens, these providers are required to have appropriate safeguards in place in accordance with UK data protection law to ensure your data continues to be protected to a similar standard.

Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. Any updates will be posted on this page with a revised "last updated" date.

Contact Us About Your Data

If you have any questions about this privacy policy, or wish to exercise any of your data protection rights, please contact us:

Email: reception@jwphysioclinic.com
Post: JW Physio Clinic, Ambrose House, 2 Old Station Road, Loughton, Essex IG10 4PE

If you remain unsatisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent authority for data protection, at ico.org.uk.